Technical Requirements
What are the minimum system and connectivity requirements for using VisionWeb?
The minimum system requirements for using VisionWeb are:
- IBM® PC or compatible computer with a minimum of 200 MHz processor
- Color monitor at 800x600 resolution
- Microsoft® Windows NT 4.0 or later, Microsoft® Windows XP, Microsoft® Windows 2000
Note: VisionWeb services may run on other operating systems, however, you may experience problems with VisionWeb as a result of using an unsupported operating system. It is strongly suggested that you meet our minimum system requirements to successfully use VisionWeb.
The minimum connectivity requirements are:
- Any Internet Service Provider (ISP) who can provide minimum 56K dial-up access, cable, T1, or Digital Subscriber Line (DSL) connection
What browsers does VisionWeb support?
- Microsoft Internet Explorer 6.0 and above
- Netscape Navigator 7.0 and above
- Mozilla FireFox 1.0 and above
How do I determine my computer’s operating system?
To display system information, left mouse click on “My Computer”, then right click on “Properties”.
How do I determine the version of my Internet browser?
Microsoft Internet Explorer:
- Start your browser
- Select "Help" from the menu bar
- Select "About Internet Explorer" to view the version information
Netscape Navigator:
- Start your browser
- Select "Help" from the menu bar
- Select "About Netscape" to view the version information
Mozilla FireFox:
- Start your browser.
- Select "Help" from the menu bar.
- Select "About FireFox" to view the version information
How do I enable cookies?
Microsoft Internet Explorer:
- Select “Tools” from the Internet Explorer tool bar
- Click on "Internet Options"
- Click on the "Privacy" tab
- Move the slider up or down to select the level of security
- In addition to using the slider, click on "Advanced"
- Check the box marked "Override automatic cookie handling"
- Click "Accept"
- Click "Always allow session cookies"
- Click on "OK" button to close box
Netscape Navigator:
- From the Netscape Navigator menu bar, select “Tools”
- Select “Options”
- Click on the “Privacy” Tab
- Select “Accept cookies from sites” in the Cookies section
- Click “Ok”
Mozilla FireFox:
- From the FireFox menu bar, select “Tools”
- Select “Options”
- Click on the “Privacy” Tab
- Select “Accept cookies from sites” in the Cookies section
- Click “Ok”
How do I clear my browser’s cache?
Microsoft Internet Explorer:
- Select "Tools" from the Internet Explorer tool bar
- Click on "Internet Options"
- Click on "Delete Files" button in the Temporary Internet Files section
- Click in box for "Delete all offline content"
- Click the "OK" button (this will remove the items from your browser's cache)
- Click the "OK" button to close
Netscape Navigator:
- From the Netscape Navigator menu bar, select “Tools”
- Select “Clear Private Data”
- Select the “Cache” Tab and any other items you wish to clear
- Select “Clear Private Data Now”
Mozilla FireFox:
- From the FireFox menu bar, select “Tools”
- Select “Options”
- Click on the “Privacy” Tab
- Click the “Clear” button next to the Cache icon.
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Getting Started
How do I register for VisionWeb?
To register for VisionWeb, simply complete the short registration form located on the VisionWeb Home Page. Visit www.visionweb.com and click “Register Now” to get started. Registration is free to all eyecare providers.
How do I log into my VisionWeb account?
To login into VisionWeb, go to www.visionweb.com. In the login area, enter your username and password.
How do I bookmark VisionWeb?
- Go to www.visionweb.com
- Click the right mouse button
- Select “Create Shortcut”
How many users can I have on my VisionWeb account?
You can have up to nine users on your VisionWeb account with varying levels of access.
How do I get a customizable website for my practice?
To receive a customizable website for your practice, you must be a VisionWeb member. Once you have created your account, call VisionWeb customer service at (800) 874-6601, to find out how to create your own website.
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Eyecare Product Ordering
What is VisionWeb's Online Ordering Service?
VisionWeb's online ordering service enables you to take advantage of VisionWeb’s:
- Convenient, direct-to-supplier online ordering of spectacle lenses, contact lenses, and frames
- Online order status and order archives
What is the price of VisionWeb's Online Ordering Service?
Online ordering on VisionWeb is available to eyecare providers at no charge. Registration is free and takes only minutes. Visit www.visionweb.com and click “Register Now” to get started.
What types of eyecare products can I order on VisionWeb?
You can order spectacle lenses, frames, and contact lenses from a variety of laboratories, suppliers, distributors, and manufacturers.
Which suppliers are connected with VisionWeb?
There are many spectacle lens, contact lens, and frame suppliers connected to VisionWeb. For a complete list of suppliers, view the VisionWeb supplier list located on the Home Page. Click the “List of Suppliers” button to view the entire list.
Does VisionWeb affect my relationship with my current suppliers?
No, VisionWeb does not affect your relationship with your current suppliers. VisionWeb is simply the vehicle for placing your orders, versus the phone or fax.
Will VisionWeb or my suppliers bill me for my orders?
Your suppliers will continue to bill you for your orders placed on VisionWeb. VisionWeb will not be involved with the billing relationships that you have created with suppliers.
Is VisionWeb a buying group?
VisionWeb is not a buying group. Using VisionWeb does not change your relationship with buying groups and you can use your buying group account number through VisionWeb to receive buying group benefits.
I am a member of a buying group. Can I still receive my discounts on VisionWeb?
Yes, you can still receive your buying group benefits when ordering through VisionWeb. Simply use your buying group account number when placing orders with suppliers.
Can I order online through my practice management?
VisionWeb currently integrates with several practice management systems. Integrations vary by system. To view which systems are integrated, please click here.
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Insurance Transaction Processing
What is VisionWeb's insurance processing service?
With VisionWeb's insurance transaction processing service, you can:
- Submit hassle-free electronic claims to BC/BS, Medicare, Medicaid, and many commercial payers
- Check claims status, eligibility, and authorizations in real time
- Improve claim acceptance rates
- Import patient claims data directly from most practice management systems
- Maximize your practice’s productivity
What is the price of VisionWeb's insurance transaction processing service?
Monthly subscriptions are available to accommodate practices of all sizes. For a price quote,
please contact us (800) 590-0873.
How do I enroll in VisionWeb's insurance transaction processing service?
To enroll please contact an Enrollment Consultant at:
How do I change my subscription level?
You can change your subscription level at any time. Simply contact VisionWeb sales at (800) 590-0873
or by email at sales@visionweb.com to change your subscription level.
Can I use VisionWeb's insurance transaction processing service with my practice management software?
Yes, you can import claims data to VisionWeb from most practice management systems. Contact an Enrollment Consultant at (800) 590-0873 to find out more.
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HIPAA Compliance
What is HIPAA?
HIPAA stands for Health Insurance Portability and Accountability Act. HIPAA was enacted by the federal government on August 21, 1996 with the intent to:
- Assure health insurance portability
- Reduce healthcare fraud and abuse
- Guarantee security and privacy of health information
- Enforce standards for health information
What are the benefits to providers and payers from HIPAA’s transaction and code sets regulations?
The benefits for providers are:
- Time Savings
- Real-time eligibility verifications
- Faster claim submission
- Same set of codes for all health plans
- Improved Cash Flow
- Cleaner claims and fewer rejections resulting in fewer delays
- Automated payments posting
- Electronic funds transfers—auto-post to practice management system
Payers benefit from transactions bring converted from paper and phone to electronic, thus saving millions of dollars.
Who enforces HIPAA? What is the method of enforcement?
HIPAA is enforced by CMS, Centers for Medicaid and Medicare. Enforcement is based on the following approach, which will get tougher later in 2004:
- Complaint-driven approach
- Good faith policy
- Correction action plan
- 30 days to cure problems
What are the penalties associated with HIPAA?
The penalties associated with HIPAA are:
- Non-compliance with requirements and standards
- $100 per violation maximum, $25,000 limit per requirement per year
- Based on all specific requirements, potential maximum can exceed $1.4 million
- Wrongful disclosure of individual health information
- Simple or basic disclosure - $50,000 fine, 1 year in prison or both
- Disclosure under false pretenses - $100,000 fine, 5 years in prison or both
- Intent to sell or use information - $250,000 fine, 10 years in prison or both
Who are the covered entities under HIPAA?
The covered entities under HIPAA are:
- Health plan
- Third party payer of health care (government or commercial)
- Health Care Provider
- Paid by health plan
- Conduct covered transactions
- Conducted electronically
- Clearinghouse
- Convert non-standard transactions into standard transactions (and vice versa)
- Perform this function for customers
Is VisionWeb a covered entity?
No, VisionWeb is not a covered entity. VisionWeb is a business associate. Business associates contract with covered entities to perform HIPAA requirements, such as creating a standard HIPAA transaction for a provider. Business associates need to be HIPAA compliant on behalf of the covered entity.
Is Emdeon (formerly WebMD) a covered entity?
Yes, Emdeon is a covered entity. Emdeon is a clearinghouse.
Is an eyecare provider a covered entity?
Yes, an eyecare provider is a covered entity. An eyecare provider is a health care provider.
What communication transactions are EDI (Electronic Data Interchange) transactions?
The following transactions are considered to be EDI transactions:
- The Internet or another public network
- An extranet or private network, which uses the Internet to link business parties
- Leased phone lines
- Dial-up phone lines, such as modems
- Other private networks
- Vans
- Telephone voice response systems are NOT included
- Fax-back systems are NOT included
What transactions are covered by HIPAA?
HIPAA covers the following transactions:
- Eligibility inquiry/270 (from provider to payer)
- Eligibility response/271 (from payer to provider)
- Referral and authorization/278 (from provider to payer, and from payer to provider)
- Claim submission/837 (from provider to payer)
- Claim status inquiry/276 (from provider to payer)
- Claim status response/277 (from payer to provider)
- Healthcare claim payment advice/835 (from payer to provider)
- Benefit enrollment and maintenance/834 (from plan sponsor to payer)
- Payment order/RA/820 (from plan sponsor to payer)
Does HIPAA apply to paper claims?
No, HIPAA does not apply to paper claims.
Will Medicare require electronic claims submission?
Yes, Medicare will require electronic claims submission. However, this will be waived for offices with 10 or fewer full-time employees.
Why shouldn’t providers just file paper claims?
Payers will begin to charge for paper claims or will contractually require electronic claims in the future.
What is a claim attachment?
A claim attachment is additional records needed to adjudicate a claim.
Can a payer require providers to submit claim attachments in order to be paid for a claim?
Yes, a payer can require claim attachments. However, in order to require an attachment, it must follow these regulations:
- They must only be required in a minority of claims.
- They must only be required in unusual circumstances.
- An optical lab order cannot be required as a claim attachment.
- It must not be required to be sent with the claim. Generally, it would be sent when a payer notifies a provider.
What HIPAA compliant features are offered through Emdeon Office/VisionWeb's insurance transaction processing service?
Emdeon Office/VisionWeb's insurance transaction processing service offer the following HIPAA compliant features:
- Eligibility inquiry/270
- Eligibility response/271
- Claims status inquiry/276
- Claim status response/277
- Referral and authorization/278
- Claim Submission/837 (using CPT-4 & HCPC Coding System)
- Privacy
Is VisionWeb HIPAA-compliant?
VisionWeb is a business associate according to HIPAA, not a covered entity and is not bound by HIPAA compliance regulations. However, since we conduct business with other covered entities such as eyecare practices and clearinghouses, VisionWeb is committed to upholding all of the security and privacy standards required by HIPAA for covered entities. We want to ensure that we do our part to keep our customers and partners compliant at all times. The VisionWeb Business Associate Agreement outlines our relationship with your practice and our HIPAA compliance. You can download a copy of the Business Associate Agreement from the VisionWeb Home page by clicking “Business Associate Agreement” in the lower right-hand of the screen.
How does VisionWeb's insurance transaction processing service help my eyecare practice ensure its HIPAA compliance?
By supporting HIPAA-required claims submission and processing, VisionWeb online claims processing helps to ensure compliance in this area. Other requirements of HIPAA that move beyond the scope of electronic claims submission are not controllable by VisionWeb. To ensure HIPAA compliance, it is necessary for the eyecare practice to understand all aspects of the regulation and comply where applicable. The VisionWeb Business Associate Agreement outlines our relationship with your practice and our HIPAA compliance. You can download a copy of the Business Associate Agreement from the VisionWeb Home page by clicking “Business Associate Agreement” in the lower right-hand of the screen.
How do I get a copy of the business associate agreement?
If you did not receive a copy of the VisionWeb Business Associate Agreement in your enrollment packet for the VisionWeb insurance transaction processing service, you can download a copy from VisionWeb at www.visionweb.com. Click on “Business Associate Agreement” on the bottom of the VisionWeb home page and print for your records.
Can a payer provide a direct data entry service to providers?
Yes, however, the payer must follow the regulations for direct data entry.
What are the regulations surrounding direct data entry?
- Direct data entry must follow the following regulations:
- Must have the same data content and data conditions as the standard EDI transaction
- Must use standard code sets
- Direct data entry is not required and can not replace EDI transactions
- Incentives can not be provided for using direct data entry over EDI transactions
What are the rights of providers under HIPAA?
If a provider chooses to submit a standard EDI transaction, the health plan:
- Must accept it
- May not delay or reject it just because it is a standard EDI transaction or contains unnecessary data
- May not provide incentives for using direct data entry over EDI transactions
- May not charge fees for telecommunication costs
- May not ask for additional data not contained in the 837, except for claim attachments on a minority of claims in unusual circumstances
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American Optometric Association
What is VisionWeb’s relationship with the AOA?
The AOA is an equity affiliate of VisionWeb, and because of this relationship, AOA members and affiliates receive additional benefits to using and promoting VisionWeb Online Ordering to place their eyecare orders online. VisionWeb is proud to be affiliated with the American Optometric Association.
What are the benefits to AOA members?
In addition to streamlining your processes with VisionWeb, using VisionWeb Online Ordering to place your eyecare product orders online will help your state affiliate achieve its order goal to receive royalties from VisionWeb.
How will the state affiliates benefit from their members’ VisionWeb usage?
AOA affiliates can receive royalties from VisionWeb for their members’ orders. VisionWeb will pay a 2% royalty on transaction fee for members placing at least 1,200 orders per year and a 21/2% royalty for at least 2,400 orders per year. Suppliers and labs, not eyecare providers, pay a transaction fee for each VisionWeb order.
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Customer Service // Frequently Asked Questions 
